Contracts Specialist

Description

The South Dakota Science and Technology Authority (SDSTA) owns and operates the Sanford Underground Research Facility (SURF). The Contracts Specialist prepares, monitors, and administers complex contracts, grants, financial assistance agreements, and purchase orders in collaboration with the Department of Energy (DOE), DOE National Laboratories, universities, contractors, vendors, and SDSTA staff.

The following reflects SDSTA’s definition of essential functions for this position and does not restrict other tasks that may be assigned. SDSTA retains the right to re-evaluate the duties of the position when considering a reasonable accommodation or at other appropriate times. The essential functions include, but are not limited to, the following:

• Leads development and administration of complex procurements for services and construction activities in support of the SDSTA mission.
• Prepares and manages Request for Proposal and Request for Bid documents.
• Leads the selection process to ensure fair and open competition.
• Communicates with potential bidders in a way that ensures the integrity of the procurement process and encourages full and open competition.
• Records and answers pre-proposal and pre-bid meeting questions.
• Prepares, records, and tracks contracts and related documents (change orders, amendments, invoices, waivers, insurance certificates, etc.).
• Organizes and maintains contract documentation document management system.
• Monitors impending expiration dates for contract documents and provides follow-up.
• Compiles and analyzes financial information to inform budget/project managers.
• Reviews contract requirements and insurance certificates for compliance with the Property Donation Agreement between the Homestake Mining Company and SDSTA.

• Prepares procurement requests for assets requiring DOE approval in advance of purchase.
• Collaborates with DOE and National Laboratory staff to ensure accurate and timely procurements to enhance contracting relationships.
• Assists with tagging of federal assets upon receipt and supports property report management.
• Supports disposal of property that has not reached end of life.

• Recommends procurement process improvement opportunities.
• Documents departmental processes.
• Provides procurement training to SDSTA staff.

• Maintains consistent and reliable attendance.
• Performs other job‑related duties as assigned.

• A Bachelor’s Degree in a field related to contracts administration and management, staff planning, administration, or management is required.
• Significant directly related experience in lieu of a degree will be considered.

• N/A.

• Advanced contracts experience is required including preparing, issuing, tracking, and monitoring complex contracts, grants, and/or financial assistance agreements. Two or more years of directly related experience required.
• Experience preparing and administering A/E and construction contracts preferred.
• Knowledge of federal and small business contracting requirements preferred. Experience with federal financial assistance agreements is desired.
• Experience with day‑to‑day office functions including finance, budgets, insurance, asset tracking, and accounting required.
• Excellent proofreading skills and strong analytical, problem‑solving, and computer skills are essential.
• Advanced Adobe PDF and Microsoft Word and Excel experience is required.

• Attention to detail—Advanced ability to pay careful attention to details and complete tasks in an accurate, complete, and timely manner at a level that does not require correction by others.
• Communication—Unquestioned ability to convey information clearly with a wide range of audiences in both written and oral form.
• Customer Service—Ability to meet the needs of customers and treat them courteously.
• Information Seeking—Ability to collect complete information about issues.
• Initiative—Puts forth the effort required to achieve goals.
• Integrity—Conducts oneself in an honest,…